Getting Paid: Payment Methods, Timing, Fees and Changing Your Payment Details

This article explains the ways you can be paid through Vantaca Vendor, how long each takes and what it costs, when a payment counts as "Paid", and what happens when you change your bank account, check address, card email or payment method.

In this article

• What payment methods are available, and how long do they take?
• Are there any fees?
• Which payment method is used for my payments?
• When do payments get processed?
• Can I switch a payment to a faster method?
• What does "Paid" mean for each payment method?
• My Same-Day ACH payment hasn't arrived
• Does Vantaca Vendor work with my bank?
• How do I change my payment method or bank details?
• Why are changes to payment details reviewed?
• What happens after I submit a change?
• How do I cancel a pending change?
• I got a Security Alert for a change I didn't make
• FAQ
• Need more help?

What payment methods are available, and how long do they take?

For how virtual cards work, see Virtual Card Payments.

Are there any fees?

The only Vantaca Vendor fee is the Same-Day ACH fee. Standard ACH, mailed checks and virtual cards carry no Vantaca Vendor fee. (With a virtual card, your own card processor charges its usual merchant fee, as with any card payment you accept.)

The Same-Day ACH fee is a percentage, not a flat fee: 1% of the payment, capped at $300. For example, a $1,000 payment carries a $10 fee; a $50,000 payment carries the $300 maximum. The fee is taken out of the deposit, and the "Payment Deposited" email shows the amount deposited, the fee and the bank trace number for your records.

There's no fee for changing your payment details.

Which payment method is used for my payments?

Your payments are sent using the payment method on your profile. It's an account-wide preference, not something you choose per invoice. A change to your method applies to future payments; a payment that's already in progress keeps the method it was issued with (unless you switch it using the email described in Can I switch a payment to a faster method?).

If you haven't set up your account yet, you're paid by check, or by bank transfer if your management company already has your bank details on file. In that case, please make sure the bank details your management company holds are your own. Once your account is set up, only the banking details you've entered and we've reviewed are used. If the bank details or address your management company has on file for you need updating before then, your management company manages that record — please reach out to them, or activate your account and enter your own banking.

When do payments get processed?

Your management company approves invoices and releases them to Vantaca Vendor. If an invoice is approved too late in the day, it's picked up the next business day. Processing doesn't happen on weekends or bank holidays. Once a payment reaches us, it moves through the association's bank before it's sent to you, which is where most of the timeline in the table above comes from.

If you have a question about whether or when an invoice will be approved or released, your management company manages this — please reach out to them with the invoice number.

Can I switch a payment to a faster method?

If you're paid by check or Standard ACH, you'll receive a "💰 Payment Received - Accelerate Future Payments" email when a new payment comes in for you, with a link to update your payment preference. You have 2 days from that email to switch to a faster method before that payment goes out. If you don't make a change, the payment is sent using your current method. Whatever you choose also applies to future payments.

You won't receive this email if you're already on Virtual Card. You can turn payment emails off in your profile's notification settings.

What does "Paid" mean for each payment method?

• Check: "Paid" means the check has been approved and queued for printing. This happens before it's mailed, so allow the full 7–10 business days for it to arrive. Once it's on its way, you can follow its progress on the invoice in your portal (see Tracking Your Payments: Invoice Statuses, Checks and Missing Payments).
• Standard ACH / Same-Day ACH: "Paid" means the funds have settled in your bank account. You'll also get a "Payment Deposited" email with the details.
• Virtual Card: "Paid" means your card is ready to view. You'll get the card-ready email with a View Card link.

My Same-Day ACH payment hasn't arrived

The most common reasons:

• The payment was released after the 2:45 PM ET cutoff, so it goes out the next banking day.
• You recently changed your banking details and the change is still being reviewed. Until it's approved, payments continue to your previously verified details (see What happens after I submit a change?).
• Occasionally a payment can't be funded the same day, in which case it follows the standard timeline.

If it's been more than 2 banking days, contact support.vendor@vantaca.com with the invoice number.

Does Vantaca Vendor work with my bank?

Yes. Vantaca Vendor works with any U.S. bank. Payments are pulled from the association's account at whatever bank it uses and sent to you by ACH at whatever bank you use, or by check or virtual card. No "integrated" or partner bank is required, and you don't need to open an account anywhere new to be paid.

How do I change my payment method or bank details?

1. Sign in at https://vendor.vantaca.net/vendor/login.
2. Click your name in the top right of the dashboard to open your Vendor Profile.
3. Click the Banking Info tab.
4. When you start editing bank or payment details, we email you a 6-digit verification code (subject: "Your Vantaca Vendor verification code"). Entering it unlocks editing for 30 minutes. If the window closes before you save, just request a new code.
5. Enter your new details or select your new preferred payment method, and save. You'll see a message that your changes have been submitted and are pending verification.

"Routing lookup failed" error? If you see this while saving, your 30-minute editing window has most likely expired. It isn't a problem with your routing number. Request a new code and try again.

Why are changes to payment details reviewed?

Changing where your money goes is the most sensitive thing you can do in your profile, so a member of the Vantaca Vendor team reviews every change to your payment details before it takes effect:

• Bank account details (routing or account number)
• Check mailing address
• Virtual card email address
• Payment method (for example, switching from check to bank transfer or virtual card)

The review usually takes up to 2 business days. Nothing is approved automatically.

Exception: switching between Standard ACH and Same-Day ACH on the same bank account, without changing the account itself, applies immediately with no review.

Changes to your contact name, phone number or notification email aren't payment details and take effect immediately.

What happens after I submit a change?

You'll receive a Security Alert email. Shortly after you save, we send "Security Alert: Your Payment Information Was Updated" to your email on file, stating what changed and when. If you made the change, no action is needed.

We'll call you to confirm. As part of the review, a member of our team calls you to confirm you requested the change before it's approved. This is normal and protects you against someone changing your bank details without your knowledge.

Payments keep going to your previously verified details until approval. Any payment issued before the change is approved goes to the bank account, address or card email we last verified. Once approved, the new details are used from then on. If you need a specific payment that's already been issued stopped and sent again, your management company manages this — please reach out to them with the invoice number (and the XN, if you have it).

Only one change can be pending at a time. If you try to submit another change while one is under review, you'll see "You have a payment change pending review. Cancel it to submit a new one."

How you'll know it's approved: your profile shows the new details as current and the "pending" notice disappears. If two business days have passed and it's still pending, contact support.

How do I cancel a pending change?

If you made a mistake or changed your mind, cancel the pending change from your profile. Your previously verified details stay in place, and you can then submit a new change.

I got a Security Alert for a change I didn't make

Contact support.vendor@vantaca.com immediately so we can stop the change before it's approved. You can also cancel the pending change yourself from your profile.

• We will never ask for your full bank details or a password by email or phone. Details are only ever entered in the portal after you sign in.
• Fraudulent changes usually start with someone gaining access to your email. Also secure your email account and let your management company know.

FAQ

I switched from Standard ACH to Same-Day ACH. Why didn't I get a Security Alert?
Switching between those two methods on the same bank account applies immediately and isn't reviewed, so no alert is sent. Remember that Same-Day ACH carries a fee of 1% of the payment, capped at $300, deducted from your payout.

Does a change apply to payments already issued?
No. Payments already in progress continue to your previously verified details and keep their method. New details apply to payments issued after approval.

Is there a fee or a hold for changing my details?
No fee. The only wait is the review itself, usually up to 2 business days.

Why can't I edit my company name, DBA, Tax ID or business address?
Those are maintained by your management company after activation, so if any need to change, please reach out to them. See Your Vantaca Vendor Account: Invites, Signing In, Emails and Your Email Address.

Do I need a particular bank?
No, any U.S. bank works. See Does Vantaca Vendor work with my bank?

Need more help?

Contact Vantaca Vendor support at support.vendor@vantaca.com.

For anything your management company manages — whether or when an invoice is approved and paid, invoice amounts, or stopping and reissuing a payment — please reach out to your management company.